Automated e-mails for rental customers
Nine messages from booking to return: when each goes out and what your customer reads.
30 days free, no card needed. We move your fleet and bookings in for you.
Wed 14 Oct, 18:40Request received
Booking request RES-1036 received
We’ve received your booking request
Awaiting confirmationHello Emily,
Thank you for your request. We’ll check availability and confirm your booking shortly. You’ll receive a separate email once it’s confirmed.
| Booking number | RES-1036 |
|---|---|
| Vehicle | Ford Focus |
| Pick-up | Sat, 17 Oct 2026, 10:00 |
| Return | Mon, 19 Oct 2026, 10:00 |
| Location | London Heathrow |
This is not a confirmation yet. Please wait for the confirmation email before making plans that depend on this booking.
Questions? Reply to this email and it will reach us directly.
Best regards,
Nordvia Rent
Booking confirmation e-mails
Customers want to know straight away whether a booking is certain or still waiting for you.
In OneRental. The customer first gets an e-mail saying the request is waiting, then a second one with the dates and total once you confirm.
Booking request RES-1036 received
We’ve received your booking request
Awaiting confirmationHello Emily,
Thank you for your request. We’ll check availability and confirm your booking shortly. You’ll receive a separate email once it’s confirmed.
| Booking number | RES-1036 |
|---|---|
| Vehicle | Ford Focus |
| Pick-up | Sat, 17 Oct 2026, 10:00 |
| Return | Mon, 19 Oct 2026, 10:00 |
| Location | London Heathrow |
This is not a confirmation yet. Please wait for the confirmation email before making plans that depend on this booking.
Questions? Reply to this email and it will reach us directly.
Best regards,
Nordvia Rent
- You choose the confirmation mode in the settings.
- Bookings added in the app are confirmed at once.
Pickup and return reminders
The day before pickup, customers should get the time and place without having to call you.
In OneRental. You set how many hours before pickup and before return each reminder goes out.
Pick-up reminder: 17 Oct, 10:00
Your pick-up is coming up
Hello Emily,
A quick reminder that your rental starts soon. Here’s when and where to pick up.
| Pick-up | Sat, 17 Oct 2026, 10:00 |
|---|---|
| Location | London Heathrow |
| Booking number | RES-1036 |
| Vehicle | Ford Focus |
Running late or plans changed? Let us know before the pick-up time.
Questions? Reply to this email and it will reach us directly.
Best regards,
Nordvia Rent
- Each reminder gives the time and place.
- You can switch any reminder off.
Changed dates, cancellations, late returns
When something changes, the customer should have it in writing: the new dates or the reason.
In OneRental. You record the change in the app, and the customer’s e-mail and your team’s notification go out on their own.
Your booking RES-1036 is confirmed
Your booking is confirmed
ConfirmedHello Emily,
Thank you for booking with us. Below is a summary of your rental. Keep this email handy for pick-up.
| Booking number | RES-1036 |
|---|---|
| Vehicle | Ford Focus |
| Pick-up | Sat, 17 Oct 2026, 10:00 |
| Location | London Heathrow |
| Return | Mon, 19 Oct 2026, 10:00 |
| Total | £124.00 |
Need to change or cancel your booking? Get in touch and we’ll sort it out.
Questions? Reply to this email and it will reach us directly.
Best regards,
Nordvia Rent
- The e-mail shows the new and previous dates.
- The late-return e-mail goes out on its own.
E-mails in the customer’s language, from your company
Customers from abroad read an e-mail faster in their own language.
In OneRental. Customers who booked in Polish get their e-mails in Polish, and the sender is your company, with its name and logo.
- From
- Nordvia Rent
- Reply-to
- bookings@nordviarent.co.uk
- To
- emily.clarke@mail.co.uk
- Subject
- Vehicle handed over · booking RES-1036
- Attachment
- contract-RES-1036.pdf
Vehicle handed over · booking RES-1036
Your rental has started
Rental in progressHello Emily,
The vehicle has been handed over and your rental is now active. Here’s a record of the handover.
| Booking number | RES-1036 |
|---|---|
| Vehicle | Ford Focus |
| Registration | LN74 KXT |
| Pick-up | Sat, 17 Oct 2026, 10:00 |
| Scheduled return | Mon, 19 Oct 2026, 10:00 |
| Odometer at pick-up | 41,230 km |
| Total | £124.00 |
Your rental agreement is attached to this email as a PDF.
Questions? Reply to this email and it will reach us directly.
Best regards,
Nordvia Rent
- Customer replies go to your contact address.
- A machinery rental says “machine”, not “vehicle”.
Team notifications in the app
A booking request from your website should not wait until someone checks the inbox.
In OneRental. New bookings, payments, damage and late returns land in the bell in the app and by e-mail at your company address.
Reservation RES-1041 awaits confirmation
A reservation awaits confirmation
A customer booked on the Nordvia Rent website and is waiting for your answer. Confirm the reservation in the app.
| Reservation | RES-1041 |
|---|---|
| Customer | Tom Harris |
| Vehicle | Kia Picanto |
| Handover | Fri, 23 Oct 2026, 09:00 |
| Return | Mon, 26 Oct 2026, 09:00 |
- Turn each on or off, in the bell and by e-mail.
- Damage and service go to the owner and managers.
The morning fleet e-mail and task e-mails
An insurance or inspection date is easy to miss once the fleet grows.
In OneRental. Each morning one list of services and documents arrives, and staff get an e-mail for every task assigned to them.
Services and documents: 3 reminders
Fleet reminders
What needs attention at Nordvia Rent today: services and documents coming up or past their date.
Past due (1)
| BMW X5 · LR71 HFD | Technical inspection: 1 day overduevalid until 14 Oct 2026 |
|---|
Coming up (2)
| Ford Focus · LN74 KXT | OC insurance: 30 days leftvalid until 14 Nov 2026 |
|---|---|
| Volkswagen Tiguan · LC73 PZW | Oil change: 1,000 km leftdue at 60,000 km |
How many days before a document ends we remind you is set in Settings, under Notifications. Services are reminded as their plan says.
- You choose how many days ahead documents show up.
- Tasks you assign yourself send no e-mail.
More features
- Booking siteYour own site that takes bookings at any hour.
- Booking widgetsBookings on the website you already have.
- Pricing and ratesSeasons, weekends and promo codes, one price everywhere.
- ScheduleThe whole fleet on one timeline, no double bookings.
- Pickup and returnThe report on a tablet: readings, damage, the renter’s signature.
- Fees and depositsFuel, kilometres, lateness and the deposit settled at return.
- Fleet and serviceInspections, insurance and service for every unit.
- Team and tasksEveryone on the team sees their day.
- BranchesSeveral locations in one system.
- Reports and dashboardToday’s dashboard and reports you can export to CSV.
Questions about e-mails and notifications
Nine: request received, confirmation, new dates, cancellation, pickup reminder, handover with the agreement, return reminder, late return, and the return with its report and receipt.
Yes. In Settings, under Notifications, one switch turns off every e-mail to customers. You can also switch off the pickup and return reminders on their own.
By default 24 and 2 hours before pickup. You can choose 24 hours, or 48 and 24 hours before, and set the return reminder separately.
English or Polish: the language the customer booked in on your website. When we don’t know it, your company’s language.
To your company’s contact address, set with your booking page. Every e-mail is sent in your company’s name.
Both: the bell in the app and an e-mail to your company address, while a task goes to the person it is assigned to. You turn each notification on or off separately.
Yes. After pickup, an e-mail with the rental agreement as a PDF. After return, one with the return report and the receipt.
From the Starter plan: every e-mail to customers, the bell in the app and the morning fleet e-mail.
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